Navigating HR compliance can feel like walking through a complex maze of regulations, deadlines, and requirements. From maintaining comprehensive documentation to ensuring workplace safety, a systematic approach to help build a foundation for sustainable growth while fostering an environment where employees feel valued and protected. Let's explore the key areas of HR compliance that will help your organization stay on track while building a positive workplace culture. 

1. Employee RightsManaging employee rights isn't just about following rules - it's about creating a workplace where everyone can thrive. Here's what you need to know about the major regulations that protect your team. 

Americans with Disabilities Act (ADA) Accommodations 

The ADA ensures equal opportunities for qualified individuals with disabilities through reasonable workplace accommodations. This comprehensive strategy not only ensures compliance but also fosters a truly inclusive workplace, benefiting both employees and employers alike. The approach to compliance looks something like this: 

• Evaluate individual accommodation requests by working directly with employees - for example, discussing options for an ergonomic workspace setup for someone with back pain.
• Make physical workplace modifications like installing ramps or adjusting desk heights to ensure everyone can navigate and work comfortably.
• Allowing a flexible work schedule, such as adjusting start and end times or permitting breaks for medical appointments.
• Keep all medical information in separate, secure files that only authorized HR personnel can access. 

Family and Medical Leave Act (FMLA) Requirements 

If your company has 50 or more employees, you need to provide FMLA leave. This law gives your team members job-protected time off when they need it most - whether it's welcoming a new baby, recovering from a serious illness, or caring for a family member. While on leave, employees keep their health benefits and can return to either their same role or an equivalent position. Both you and your employees need to communicate clearly about FMLA - they need to give you notice when possible, and you need to let them know about their rights. The regulations specify: 

• 12 weeks of unpaid, job-protected leave annually
• Continuation of group health benefits during leave
• Preservation of employee positions or equivalent roles upon return
• Clear notice requirements for both employer and employee 

Fair Labor Standards Act (FLSA) Compliance 

Let's talk about wage and hour laws. The FLSA sets the ground rules for fair pay and helps you avoid costly mistakes. Here's what you need to know: 

• Federal minimum wage is $7.25 per hour, though many states require higher rates - make sure you're following the higher standard. 
• Nebraska’s minimum wage is $13.50 through December 2025, then $15.00 after January 1, 2026. Tipped staff have a different rate entirely, $2.13 per hour.
• When non-exempt employees work more than 40 hours a week, they must receive overtime pay at 1.5 times their regular rate.
• You need to maintain accurate time records for all non-exempt staff, including start times, end times, and breaks.
• Keep your payroll records for at least three years - including time cards, wage computations, and any deductions. 

Title VII Act Compliance 

The Civil Rights Act's Title VII serves as the foundation for workplace equality. By implementing these measures, HR professionals help create a safe environment for employees to voice concerns and foster a culture of awareness and respect, leading to improved employee satisfaction and retention. These policies should clearly address: 

• Protected characteristics include race, color, religion, sex (including pregnancy status), and national origin.
• Hiring and promotion practices that ensure equal opportunity.
• Processes for reporting and investigating discrimination claims.
• Comprehensive training programs for all staff levels. 

Equal Pay Act Compliance 

Fair pay is more than just matching salaries. Take a close look at your total compensation package - including bonuses and benefits. Be transparent about how you classify jobs and decide on raises. Regular pay audits help catch any unintended gaps before they become problems. 

2. Workplace Safety Regulations 

OSHA Standards 

Workplace safety isn't a one-and-done thing - it needs ongoing attention. Here's what your safety program should include: 

• Conduct regular safety audits of your workspace, checking everything from proper lighting to ergonomic setups.
• Keep detailed maintenance logs for all equipment and machinery, scheduling regular checks and repairs.
• Provide comprehensive safety training for new hires and annual refreshers for all staff.
• Document all workplace incidents, near-misses, and the steps taken to prevent future occurrences.
• Post required safety signage and keep emergency contact information up to date. 

Emergency Preparedness and Response Plans 

Every workplace needs a game plan for emergencies - and everyone needs to know what it is. Map out clear evacuation routes, establish a communication chain, and run regular drills. Keep your emergency plans current and make sure new employees learn the procedures during onboarding. 

Anti-Harassment and Violence Policies 

Creating a safe workplace goes beyond physical safety. Your anti-harassment policies should be crystal clear about what's not okay and what happens if someone crosses the line. Make it easy for employees to report problems and follow through consistently when issues come up. When people know you take their safety seriously, they're more likely to speak up before small problems become big ones. 

3. Record-Keeping Requirements 

Employee File Management 

Proper employee file management protects both the workplace and its employees. Keep these records organized and secure: 

• Store all performance reviews and personnel actions with dates and signatures from all parties involved. 
• Maintain current benefit selections and any changes, including evidence of all required notifications. 
• Keep copies of all tax forms and employment verification documents on file. 
• Store medical records in separate, locked files to protect employee privacy. 
• Document all training completion dates and certification renewals. 

Payroll Records Retention 

Good payroll records save headaches down the road. Here's what you need to track: 

• Keep detailed records showing regular hours, overtime, and final pay calculations.
• Document all deductions, including taxes, benefits, and any garnishments.
• Save timecards or electronic time-tracking data.
• Maintain records of all paid time off accrual and usage. 

I-9 Form Compliance 

Employment verification requires careful attention to detail and timing. Specifically, HR personnel must: 

• Complete Section 1 on day one and Section 2 within three days of hire.
• Keep I-9s separate from personnel files - create a separate filing system.
• Ensure that documents are authentic and unexpired when you review them and retain photocopies.
• Set up a calendar reminder for reverification dates for staff with expiring Visas.
• Store forms for three years after hire or one year after termination, whichever is longer.

We strongly consider using the E-Verify portal to reduce the risk of fraud and penalties. 

4. Recent Legislative Changes 

Updates to Overtime Rules 

Recent federal updates have adjusted overtime calculations and eligibility. The current threshold for overtime exemption stands at $35,568 annually, with additional changes under consideration. Every firm should regularly review classification decisions and documentation requirements. The proposed threshold increase to $58,656 to this in late 2024 was A Texas court struck down the proposed threshold increase to $58,656 that was planned for late 2024. 

State-Specific Paid Leave Laws 

Paid leave requirements continue to evolve at the state level. While federal law provides unpaid job protection through FMLA, many states now mandate paid leave benefits. Firms operating across multiple states must: 

• Track varying state requirements
• Update policies to reflect local laws
• Maintain appropriate documentation
• Train managers on differing obligations 

How Lutz’s HR Consulting Services Can Help

Making sure your firm’s compliance is up to code is a big project. Lutz’s HR consulting services provide you with the expertise and resources necessary to navigate the complexities of employee rights and workplace legislation. Contact us to learn how to confidently navigate regulations and foster a supportive work environment for all employees.